THE RECOMMENDATION MEMO

Like all memos, the recommendation memo should be brief, direct, and tactful. Other memos may be designed to report on or bring about action, but action is the invariable goal of the recommendation memo. Such memos always contain:

1. A statement of purpose. The purpose statement can be a direct statement, background information, or supporting information, but in recommendation memos the purpose statement points the reader toward the memo's recommendations, which usually follow immediately.
2. Recommendations. To be persuasive, all recommendations need support. But you can use a variety of techniques, such as:

   	Straightforward recommendations with support material immediately following
   	Embedded recommendations which are mini-arguments, including both recommendation and rationale
   	Separate additional support to supplement argument
   	Support for preceding recommendations, a technique used in reporting scientific data where data is revealed prior to recommendations so the reader can draw independent conclusions
   	Cost assessment normally included as part of supporting data
   	Pros and cons

3. Request for approval to implement the action. Remember that the most effective request for approval presents the implementing steps requested so specifically that recipients will not have to spend time thinking about what is required of them. Requests should carry time designations, include concurrence (most frequent and powerful type of concurrence is support of supervisors or others of higher rank), rationale that supports and justifies requested approval and tentative action steps. 

To write the recommendation memo:

1. Gather the data relevant to the problem, analyze the data and base recommendations on it;
2. Turn the data into information by considering it in terms of the problem and your company's situation;
3. Study the information and decide on your recommendations;
4. Organize your memo so as best to support your recommendations;
5. Format your memo to highlight your recommendations and the other material you wish to bring to your reader's attention;
6. Edit your memo, reading from your reader's point of view;
7. Proofread and draft the final copy

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Web site created by Dave M. Schleigh.  1998. [dschle1@gl.umbc.edu]